The majority of residents (roughly 49 homes) have household plumbing and most use individual wells. Twelve houses do not have water or sewer service-some haul water from the community center and a few are served by a spring well catchment system. Septic tanks, leachate fields, and a public sewage lagoon are used for sewage disposal. The North Shore uses eleven shared effluent pumps (REP units) which discharge into a piped system. The city is planning to close the south shore dump now that it is operating the north shore landfill. Nushagak Electric Cooperatives in Dillingham provides electricity to Aleknagik.

RUBA Status & Activities This Qtr:

At the request of the City of Aleknagik, RUBA staff completed an Assessment of Management Indicators onsite on April 17, 2008. The assessment is a special grant condition the city anticipates for community water/sewer project funding. The city is presently satisfying most of the RUBA indicators and has already made progress in addressing deficient essential indicators including review of a draft sanitation ordinance provided by RUBA. The city is working with the Alaska Native Tribal Health Consortium to assess water/sewer infrastructure in the community and is presently reviewing options for improvements that will serve to protect public health in the long term.

RUBA Activities for the Coming Qtr:

The City of Aleknagik has not met all of the essential capacity indicators. RUBA offered assistance to the city as they work to resolve deficient essential indicators, will offer to develop a work plan focused on resolution of deficient indicators, and will maintain contact.

Scores:

Essential Indicators:

20 of
26

Sustainable Indicators:

23 of
27

Total Score:

43 of
53

Finances

Essential Indicators

Answer

Question

Yes

All revenues and expenses for the utility are listed in the utility budget.

Yes

The utility has adopted a balanced realistic budget.

No

Monthly financial reports are prepared and submitted to the policy making board.

Yes

The utility is current in paying all water/wastewater electric bills.

Yes

The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.

Yes

The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.

The council adopts an entity-wide spending plan and adopts a water/sewer budget annually. Current year expenditures are projected at $2,754 and anticipated revenue is listed as $4,500. Council staff provides the council with a detailed monthly financial report using QuickBooks accounting software, however, the report does not present a year-to-date comparison to budgeted figures. RUBA provided staff a sample water/sewer budget spreadsheet, sample water/sewer monthly financial report spreadsheet, and can assist with their assembly upon request. Sufficient fuel is on hand and electric bills are being paid timely. A monthly managers report is prepared by the city administrator and is documented in city council minutes.

Accounting Systems

Essential Indicators

Answer

Question

Yes

The utility has adopted a collection policy and actively follows it.

Yes

The utility bills customers on a regular basis.

Yes

An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.

Yes

An accounts payable system is in place.

Yes

The payroll system correctly calculates payroll and keeps records.

Yes

A cash receipt system is in place that records incoming money and how it was spent.

Yes

The utility has a cash disbursement system that records how money was spent.

Sustainable Indicators

Answer

Question

Yes

A chart of accounts is used that identifies categories in a reasonable, usable manner.

Yes

Monthly bank reconciliations have been completed for all utility accounts.

Yes

The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.

Accounting Systems Comments

The council does not presently have a water/sewer ordinance in place but does have a collections policy in its municipal code in a section entitled Accounts Receivable. RUBA provided a sample water/sewer ordinance as published by the Regulatory Commission of Alaska. The sample ordinance includes a comprehensive section on collections procedures. Prior to the RUBA Assessment the city council initiated formal review of a draft water/sewer ordinance and anticipate adoption as early as May 2008. The city bills utility customers regularly and maintains customer balances using QuickBooks accounting software. Staff uses QuickBooks for accounts receivable, payable, and for payroll processing.

Tax Problems

Essential Indicators

Answer

Question

No

The utility has a system to accurately calculate, track, and report payroll tax liabilities.

No

The utility is current on filing tax reports.

No

The utility is current on making tax deposits.

N/A

If there are any past due tax liabilities or recorded tax liens, a lien release has been issued or a repayment agreement has been signed and repayments are current.

Tax Problems Comments

Staff maintains what appears to be an effective and accurate payroll processing system based on QuickBooks accounting software. RUBA obtained a signed release of information form and is presently awaiting a response from the Internal Revenue Service Taxpayer Advocate Service concerning federal tax compliance. RUBA will update tax indicators upon receipt of a response from the Taxpayer Advocate Service.

Personnel System

Essential Indicators

Answer

Question

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.

Yes

The utility has adequate written job descriptions for all positions.

Yes

The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.

Yes

The utility has an adequate written hiring process.

Yes

The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.

Yes

The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.

Yes

The utility provides training opportunities to staff as needed and available.

Personnel System Comments

The citys Employers Notice of Insurance, purchased through Alaska Municipal League Joint Insurance Association, Inc. indicates a coverage period of 7/1/2007 to 7/1/2008. The city utilizes a comprehensive personnel policy and in recent months participated in a community-wide safety and emergency preparedness policy development process in coordination with local entities and the Alaska Native Tribal Health Consortium.

Organizational Management

Essential Indicators

Answer

Question

Yes

The entity that owns the utility is known; the entity that will operate the utility is set.

Yes

The policy making body is active in policy making of the utility.

Yes

The policy making body enforces utility policy.

Yes

The utility has an adequately trained manager.

Yes

The utility has an adequately trained bookkeeper.

Yes

The utility has an adequately trained operator or operators.

No

The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted an organizational chart that reflects the current structure.

Yes

The policy making body meets as required.

Yes

The utility complies with the open meeting act for all meetings.

Organizational Management Comments

The City of Aleknagik enforces policies associated with the utility, namely collections, but can improve overall utility management by adding operating policy and guidelines in the form of a sanitation ordinance. The city council is actively reviewing a draft water/sewer ordinance and anticipates adoption as early as May 2008. RUBA can assist upon request. Staff are experienced and well-trained but have seen some turnover in support positions including that of city clerk and maintenance foreman. City staff who provide septic pumping services are trained in heavy equipment operation.

Operation of Utility

Essential Indicators

Answer

Question

Yes

The utility operator(s) are actively working towards necessary certification.

No

The utility has a preventative maintenance plan developed for the existing sanitation facilities.

Sustainable Indicators

Answer

Question

Yes

The manager receives a monthly O&M report from the utility operator and routinely "spot checks" the facilities to see that the maintenance items are being completed.

No

The utility has a safety manual and holds safety meetings.

Yes

Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.

Yes

The utility is operating at the level of service that was proposed.

Yes

The operator provides status reports to the manager on a routine basis.

Yes

The utility has completed and distributed its "Consumer Confidence Report".

Yes

The utility is not on the "Significant Non-Complier" (SNC) list.

No

The utility maintains an inventory control list.

No

The utility maintains a critical spare parts list.

Operation of Utility Comments

The level of service of the utility has not necessitated the employment of a water operator with extensive training and certification. City staff who participate in the operation and maintenance of the septic pumping service and sewage lagoon are trained to operate required equipment. RUBA requests a copy of a basic preventative maintenance policy associated with the current sanitation infrastructure. RUBA recommends a regular safety meeting and suggests participation in no-cost or low-cost training offered by the citys insurance provider. Concerning operations, most of the residential customers on the north shore of the community utilize private septic tanks with privately-maintained pump systems connected to the sewer main which in turn is connected to the sewage lagoon. The public school also maintains a private well and septic tank system. The city does not provide public water connections and is not presently required to complete a Consumer Confidence Report.